Announcement: December 2012 Payment Processing Deadlines

December 2012 Payment Processing Deadlines

Wednesday Dec 12, 2012

Announcement: December 2012 Payment Processing Deadlines

The Office of Accounting will be closed during the holidays from Monday, Dec. 24, 2012 through Tuesday, Jan. 1, 2013. Normal business hours will resume on Wednesday, Jan. 2, 2013; therefore, no payments will be issued or distributed during this time. The last checks printed in 2012 using local funds will be printed at noon on Friday, Dec. 21, 2012.

The following are the voucher deadlines for getting payments issued and disbursed by Dec. 21, 2012.

UT Market Orders All departmental receipts should be entered in FRMS by Thursday, Dec. 20, 2012 to be transmitted in time for VPUs to be created on Thursday, Dec. 20, 2012, which will be the last time VPUs auto-create in 2012. The next time VPUs will auto-create is Wednesday, Jan. 2, 2013.

Post-Audit Documents

State Accounts: All post-audit payment document types needing a payment issued by Friday, Dec. 21, 2012 should be final approved within the department with a requested payment date of no later than Dec. 20, 2012 by 5 p.m. on Tuesday, Dec. 18, 2012.

Local Accounts: All post-audit payment document types needing a payment issued by Friday, Dec. 21, 2012, should be final approved within the department with a requested payment date of no later than Dec. 21, 2012 before noon (determined by the clock in *DEFINE) on Friday, Dec. 21, 2012. If a post-audit document is final approved at or after noon, or without a requested payment date entered, payment will be issued on or after Wednesday, Jan. 2, 2013.

Pre-Audit Documents

State Accounts: All supporting documentation for pre-audit payment type documents needing a payment issued by Friday, Dec. 21, 2012, should be in the Office of Accounting, located in MAI Room 132, by 5 p.m. on Monday, Dec. 17, 2012. If supporting documentation is not received by that time, then the pre-audit payment type documents may not be final approved and/or payment may not be issued by Friday, Dec. 21, 2012.

Local Accounts: All supporting documentation for pre-audit payment type documents needing a payment issued by Friday, Dec. 21, 2012, should be in the Office of Accounting, located in MAI Room 132, by 5 p.m. on Tuesday, Dec. 18, 2012. If supporting documentation is not received by that time, then the pre-audit payment type documents may not be final approved and/or payment may not be issued by Friday, Dec. 21, 2012.

Scholarship and Prize/Award SS1 Documents

SS1 documents that are approved and in Ready to Pay status by 5 p.m. on Wednesday, Dec. 19, 2012 with scheduled payment dates no later than Dec. 31, 2012 will be processed for payment on Thursday, Dec. 20, 2012 absent any holds (Student Financial Services, registration, etc). SS1 documents that are approved and in Ready to Pay status by 5 p.m. on Tuesday, January 1, 2013 with scheduled payment dates no later than January 2, 2013 will be processed for payment on Wednesday, January 2, 2013.

All SS1 documents that are not approved and in Ready to Pay status by 5 p.m. on Wednesday Dec. 19, 2012 will not be paid in 2012.

Payment dates scheduled through Dec. 31, 2012 will check for the completion of any fall 2012 registration requirements. Payment dates scheduled on or after Jan. 1, 2013 will check for the completion of any spring 2013 registration requirements.

Distribution of Checks Marked for Pick-Up

Checks are distributed in MAI 132. Any check not picked up by 3 p.m. on Friday, Dec. 21, 2012 will be unavailable until normal business hours resume on Wednesday, Jan. 2, 2013.